Email

Please note: During summer 2019, OneNet is transitioning to a different email hosting platform. The documentation below references our older email hosting. Additional information on the new platform will be posted when the transition is complete.

Email Assistance and Server Information Overview

Email addresses consist of a username, followed by an @ character and a domain name.  OneNet is the registrar for two commonly used .us domains: k12.ok.us and lib.ok.us . If you would like to register one of these domains for your institution, please contact customer support by email at domreg@onenet.net or call us toll-free at 888.5.OneNet or at 405.225.9444 in Oklahoma City.  There is no charge to register names within either of these domains.

When requested, OneNet can provide email for customers using Oracle Messaging Server software.  However, many OneNet customers prefer to make use of  Google Apps or Microsoft Office 365 for email, particularly education and non-profit customers, because the services may be free.  OneNet recognizes that these services offer many valuable features. OneNet encourages use of these newer platforms for entities that can qualify for these free services (or pay for the non-free variants), and OneNet can provide limited assistance in configuring and migrating to them. However, OneNet isn’t affiliated with these services in any capacity and can’t provide ongoing support for them.

Accessing Email via Webmail

OneNet Convergence webmail provides access to your email hosted on OneNet servers. The user-friendly interface provides the functionality of an email client via a web browser.

Webmail can be accessed at https://webmail.onenet.net/ . Enter your full email address (including domain name) for the username and the password assigned to you by your local email administrator.  The password is case sensitive.

OneNet does not collect information about you individually from any email function, unless you voluntarily provide it to us in an email to us directly or through an online form.

Webmail Address Books

Convergence webmail supports two types of address books: a corporate address book, pre-populated with other users in your domain, and a personal address book, where you may add or delete entries.  Personal address books can be transferred to and from most other email clients or webmail interfaces (Google, etc.) by using the export/import functions in the webmail interface.  Users should contact their local email administrators if they need assistance with these functions.

Email Forwarding Configuration Using Webmail

Note: Many email services (Google, Yahoo, etc.) have begun to enforce increasingly stringent validation for incoming messages, and email forwarding can cause messages to fail to meet their requirements. We suggest users not rely on email forwarding for important messages.

Users can configure email forwarding by logging into webmail and selecting “Options” at the lower left corner of the page. Then select “Mail -> Forwarding” from the new choices that appear and enter the email address(es) that mail should be forwarded to in the box, separating multiple addresses with a comma.  Remember to select “Keep a Copy of the Message” if you want the OneNet server to retain a copy.

Settings for Email Client Setup (Microsoft Outlook, Mozilla Thunderbird, etc.)

OneNet servers support both POP3 and IMAPv4 as options to retrieve your email. With POP3, email is downloaded from the server to your client then removed from the server. With IMAP4, email is stored on the OneNet servers and accessed by your client. If you will be checking your email on multiple devices, IMAP4 is recommended.

Incoming Server Settings

  • Server: msg.onenet.net
  • Email Address: user@yourdomain (obtain this from your local email administrator)
  • User Name: same as email address
  • Password: obtain this from your local email administrator
  • Connection Security: SSL
  • Authentication Method: Normal Password
  • Incoming Server Port:
    • For IMAP4: 993 (should be default once you select SSL)
    • For POP3: 995 (should be default once you select SSL)

Outgoing Server Settings

  • Server: msg.onenet.net
  • Email Address: user@yourdomain (obtain this from your local email administrator)
  • User Name: same as email address (if the option is available, select “same as incoming server”)
  • Password: obtain this from your local email administrator
  • Connection Security: SSL
  • Authentication Method: Normal Password
  • Outgoing Server Port: 465

Spam Filtering

Spam filtering at OneNet is performed by Maia Mailguard and SpamAssassin. Spam filtering is included with all email accounts, but works differently than many other email systems.  Inbound (to you) email identified as spam never reaches the email server, so it won’t show up in a spam folder or otherwise be available to view with either the webmail or a client interface.  To find and access messages that have been blocked as spam, use the Mailguard web interface at http://webmail.onenet.net/spam and log in using your full email address (for the username) and your email password. Spam and email account passwords are identical.

From the initial page in the Maia Mailguard web interface, you can view and confirm messages that have been identified as not being spam. You also can select the pink-colored “suspected spam” link in the left panel and view or rescue items that have been blocked from your mailbox.  If you find an email in “suspected spam” that should have been allowed through, you can rescue it, which will delete it from your spam display and send it on to your mailbox.  Please be careful to go through the entire list of spam items and select any that aren’t actual spam, because once you confirm an item as spam, it will be deleted and won’t be recoverable.

The spam filter has some learning capability, based on your responses, but if you will be repeatedly receiving mail that you want to be sure is or isn’t blocked from your email account, you can use the whitelist and blacklist capability on the left panel in the Maia Mailguard web interface to allow or disallow email from a specific email address or domain.  Email domain administrators can request domain-wide whitelist and blacklist capability; contact OneNet customer support if you would like this configured for your domain.

Email Administration

Email User Administration

OneNet clients designate one or more persons to be administrators for their OneNet-hosted email domains.  These individuals are responsible for adding and deleting users, changing user passwords and providing first-level support for their domain.  Email domain administrators have two options for administering OneNet-hosted email accounts:

1. The classic administration interface is available at https://webmail.onenet.net/admin/ . This interface needs to be accessed by using your domain’s administrator account (using the full user@domain syntax) and provides a quick and straightforward interface to add/remove/change accounts and passwords.  OneNet recommends this interface for adding or deleting users, or changing user passwords.

The classic administration interface also provides a batch capability for adding, deleting or modifying accounts.  The batch interface requires creating a colon-separated input file on your local computer in the format:

username:password:fullname:phonenumber:transaction-code

An example of adding a (N)ew user with a batch file:

jdoe:jVxf42b:John Doe::N

An example of (R)emoving an existing user:

jdoe::::R

An example of an update (C)hange request:

jdoe::John Doe:405-555-1212:C

Note that every line should contain exactly four field-separating colon characters, even if some of the fields are blank and that the single-character transaction-code must be in upper-case.  A special case of a blank password field when changing or adding an account will assign a new, random password.

After your input file is prepared with one request per line, enter the input filename in the box in the “Send File” section, or use the “Browse button to locate the file on your local computer. To select the located file, click on the file then click “OK.” This will select that file. Click the “Send File” button. The file will be uploaded to the system and processed. The “Account File Status” screen will be displayed. This screen will display the process status of each record in the file sent.

2. There is also a full-featured web interface available at https://webmail.onenet.net/da/ that provides very granular control over your email accounts and groups.  It also requires you to log on using the full email address for your administrator account.  We recommend this interface only for viewing or configuring advanced email options such as forwarding or groups.

Email Group Administration

An important advantage of the /da administration option described above is that it allows you to work with email groups.  Groups can contain members with email addresses from inside or outside of the domain.  Emailing to the group address will send email to each member of the group.  If you have a large list of addresses for membership in a single group, you may benefit from using a OneNet-hosted Mailman mailing list  instead.

It’s important for email domain administrators to use the /da group interface to add the email address of at least one domain administrator to the postmaster group and to keep that group updated when domain administrators change.   The email system sends various status notices to the postmaster group. In addition OneNet may use that group name to communicate with domain administrators.  For example, when OneNet software detects spam being sent from a user’s account – likely meaning the account password has been compromised – it will automatically change the password on the user’s account and email a notification to the postmaster account for the domain.  When an email  domain is first created, only OneNet itself (postmaster@msg.onenet.net) is a member of the domain’s postmaster group, and that entry should be retained when additional members are added.

Obtaining / Recovering an Email Username or Password

There is no automated mechanism to recover a username or password for either administrators or end users.  Administrators should contact OneNet customer support  (888.5.OneNet or in Oklahoma City at 405.225.9444)  to recover their username or set a new administrator password.  End users experiencing login problems of any kind should contact their site’s domain administrator or on-site technical support personnel.

Recovering Deleted Email or Email Accounts

OneNet maintains limited email backups for a short period of time (days/weeks), but only for disaster recovery purposes.  The backups only contain what happens to be in an email account at the time the backup is created – there is no attempt to capture all inbound and outbound email.  For example, if an email is received and then accidentally deleted shortly thereafter, it’s unlikely to be stored in any OneNet backup.  If an email is deleted then found missing months later, it’s similarly unlikely to be recoverable.  OneNet offers an email archiving product that captures all inbound and outbound emails and stores them indefinitely, and recovery can be performed by either a local administrator or an end user. Please contact OneNet customer service if you’d like to learn more about email archiving options and pricing.